Office Coordinator (Part-Time)

Horizon Industries • Vienna, VA

4d • $30 - $33 • Onsite

About The Position

Horizon Industries Limited is seeking a reliable, organized, and proactive Office Coordinator to support the daily operations of its Vienna, Virginia headquarters. The role helps ensure the office runs smoothly, remains organized and welcoming, and provides a positive experience for employees, visitors, and clients. It is a hands-on position in a small, fast-paced business environment, combining executive administrative support, office and facilities management, reception, travel coordination, and employee event planning.

This is an onsite, part-time position requiring availability five days a week for a total of 30 hours per week. The listed pay range is $30–$33 per hour; final pay considers factors such as relevant experience, skills, education, certifications, and competencies.

Requirements

• At least 2 years of experience in office administration, office coordination, executive support, or office management.
• Strong organizational skills and attention to detail, with the ability to prioritize and independently manage multiple responsibilities.
• Ability to work effectively with minimal supervision in a fast-paced, small-business environment.
• Good judgment, initiative, and ability to make cost-conscious purchasing and planning decisions.
• Working knowledge of mail and shipping processes, including postage machines, FedEx, and UPS.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Strong interpersonal and communication skills and a friendly, professional approach to interactions with employees, visitors, and customers.
• Ability to handle confidential information with discretion and professionalism.
• Flexibility and willingness to assist with a variety of administrative and office-related responsibilities.

Nice To Haves

• Experience coordinating business travel, preparing expense reports, or providing administrative support to executives.

Responsibilities

• Manage the reception area and serve as the primary point of contact for incoming calls, visitors, and general office inquiries.
• Handle incoming and outgoing mail, packages, and deliveries, coordinating with USPS, FedEx, and UPS.
• Maintain a professional, welcoming, and organized office environment.
• Coordinate office-related new-hire onboarding activities, including welcome mailings, workspace readiness, and office access.
• Provide general administrative assistance to departments and support special projects.
• Prepare and submit executives’ expense reports accurately, with appropriate documentation and on time.
• Coordinate employee business travel, including flights, hotels, rental cars, and ground transportation; compare options for cost-effectiveness while considering employee needs and company policies.
• Assist executives with administrative tasks, scheduling, and other requests, while maintaining confidentiality.
• Oversee daily office operations and keep the workspace, conference rooms, kitchen, and common areas clean, organized, and well-maintained.
• Monitor and maintain office and kitchen inventory and order supplies, snacks, beverages, and other necessary items.
• Maintain the office kitchen, including loading and unloading the dishwasher, restocking supplies, and cleaning countertops, the refrigerator, and common areas.
• Coordinate routine maintenance and servicing of office equipment, including copiers, water machines, and dishwashers.
• Liaise with building management and property maintenance regarding facility-related requests.
• Manage visitor access and coordinate office security and key or fob access as needed.
• Make cost-conscious purchasing and office-service decisions, seeking competitive pricing.
• Coordinate onsite and offsite meetings, team gatherings, and company events, including rooms, venues, catering, vendors, and other logistics.
• Plan monthly headquarters employee luncheons, including menu selection, vendor coordination, ordering, setup, and cleanup within established budgets.
• Support employee recognition, including coordinating and mailing monthly birthday cards, as well as other engagement initiatives and celebrations.
• Prepare and organize meeting materials, presentations, and supplies, and ensure meeting spaces are ready for meetings and visitors.
• Assist with department projects, including internal office moves and HR and finance initiatives.

Benefits

• Healthcare benefits, including medical, dental, vision, and disability coverage, for eligible employees.
• 401(k) program with 100% immediate vesting and an employer match after 90 days.
• Educational Assistance Program.
• Student Loan Repayment Program.
• Gym Reimbursement Program.
• Paid time off.
• Collaborative environment with a dynamic, passionate, and multidisciplinary team.

What This Job Offers

• Job Type: Part-time
• Education Level: No Education Listed